ADMINISTRATIVE ASSISTANT 3 - Jobs in Toronto, ON

Job Description

Job Category: AdministrativeDivision & Section: Toronto Fire Services, Fire Prevention and Public EducationWork Location: 4330 Dufferin Street, TorontoJob Type & Duration: Permanent, Full-TimeSalary: $57,803.20 - $67,940.60 Annually, TX0004, Wage Grade 3.5Shift Information: Monday to Friday, 35 hours per weekAffiliation: Non-UnionNumber of Positions Open: 1Posting Period: 16-Sept-2022 to 30-Sept-2022

Major Responsibilities:Reporting to the Division Chiefs of Fire Prevention and Public Education, the incumbent will provide a variety of administrative and program related duties and will also include:

• Prepares and processes a variety of documents including statements, forms, legal documents, manuals, statistical summaries and reports requiring the assessment and analysis of manual or computerized data, and other documents utilizing various software packages
• Prepares and types correspondence including documents that are confidential in nature, such as disciplinary letters, grievance responses, offer letters, employment related legal opinions relating to employment law and promotional examinations when required
• Drafts routine correspondence
• Maintains and manages fire information databases
• Exercises caution and discretion with labour relations, personnel, legal proceedings dealing with employment issues and other confidential information
• Organizes and assists in the preparation of grievances and arbitration documentation
• Compiles material, prepares agenda and takes and transcribes minutes of meetings, as required
• Assists with promotional competitions including briefs and presentation materials
• Monitors, tracks and reports on attendance management
• Inputs and maintains staffing attendance program
• Coordinates travel arrangements and completes expense documentation for conferences/seminars
• Proof reads outgoing documents and correspondence
• Ensures required documentation is distributed to appropriate personnel
• Prepares a variety of monthly, quarterly and annual reports as well as ad hoc reports
• Maintains hard and soft filing and retrieval systems for various records/documents
• Assists with budget administration and maintains and processes accounts receivable for the organizational unit.
• Manages projects as assigned by the Division Chiefs
• Researches and provides information, including in response to enquiries/complaints and exchanges information with all levels of staff, elected officials, the public, government agencies or private companies and records detailed messages
• Opens, reviews and distributes incoming mail and follows up on responses
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Utilizes layout, formatting and keyboarding skills
• Maintains supplies for the unit. Orders and checks the delivery of office equipment, supplies, publications, etc. and maintains same. May provide work direction and training to clerical employees
• Ensures work is undertaken in a manner that complies with and supports City compliance with the Ontario Occupational Health and Safety Act (OHSA), other relevant codes and regulations and City policies
• Other duties as assigned

The above reflects the general duties considered necessary to perform the principal functions and shall not be construed as a detailed description of all the work requirements inherent in the job.Key Qualifications:Minimum Qualifications:

• Extensive experience providing administrative/secretarial support duties to senior management, some of which must relate to the duties above.

• Experience with Microsoft Word, Excel, PowerPoint and Outlook.

• Experience in setting up meetings with all levels of staff, other levels of government and the public, and taking and transcribing minutes.

• Advanced knowledge of layout and formatting complex reports, correspondence, charts and tables.

• Highly developed customer service and interpersonal skills with proven ability to deal with people in difficult situations.

• Good interpersonal skills with demonstrated ability to deal positively and effectively with all levels of staff and the public in a professional, respectful and civil manner.

• Ability to work in a team environment.

• Ability to exercise independent judgement and discretion in dealing with confidential operational matters and with management staff.

• Ability to work independently with minimum supervision and prioritize work schedule.

• Excellent organizational skills with ability to handle multiple priorities and complete assigned duties within timelines.

• Demonstrated Initiative.

• Must be goal oriented.

• Good knowledge of municipal operations, departmental and related political acuity.

Note: All City of Toronto employees are required to be fully vaccinated as a condition of hire in accordance with the Citys Mandatory Vaccination Policy. Candidates will be required to show proof of vaccination during the recruitment process.Equity, Diversity and InclusionThe City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.AccommodationThe City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.Quick Apply

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